How Micom Helps Local Government Replace Legacy Mail Systems

Outdated mailrooms, rising costs, and increasing pressure to modernise, UK councils are rethinking how they send letters. From council tax to appointment notices, physical communications still matter. But the way they’re sent is long overdue for an upgrade. That’s where Micom comes in.

Why Councils Are Rethinking Traditional Mailrooms

For years, local authorities have relied on internal print rooms and franking machines. But that model is no longer fit for purpose.

• Franking costs are rising, especially with 1st Class rates.
• Staff time is wasted printing, folding, and enveloping.
• Ink and lease fees on printers and copiers are mounting.
• And digital transformation goals demand a smarter approach.

As more councils sign the Local Digital Declaration, they’re looking to reduce friction, support remote teams, and better serve residents — without overhauling everything overnight.

The True Cost of Legacy Mail in Local Government

Many councils underestimate the real cost of a letter. It's not just postage — it's materials, leases, and manual labour. Below is an average cost breakdown from franking machine users:

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For teams like Housing, Revenues, and Electoral Services, these costs add up, fast. Meanwhile, delays and errors from manual handling create further risks.

Hybrid Mail: A Smarter Alternative

Hybrid mail lets staff upload documents via a secure online platform. The letters are printed, enveloped, and posted by a trusted provider, like Micom.

Key Benefits for Councils:

• From just £0.80 per letter (including print + postage)
• No need for franking machines or physical post rooms
• Quick adoption, including remote and hybrid teams
• Secure delivery with full tracking and audit logs

Hybrid mail modernises physical communications without needing a complete digital overhaul.

How Micom Supports Local Authorities

Micom is purpose-built to support compliance-heavy, high-volume organisations, like councils.

Key Public Sector Credentials:

• ISO 27001, ISO 9001, and ISO 14001
• GDPR and UK Data Protection compliant
• Listed on Crown Commercial Service frameworks (G-Cloud, RM6280)

Built for Council Use Cases:

• Supports integrations with revenue systems and case management software
• Provides encrypted digital links for sensitive letters (e.g. safeguarding)
• Offers multi-user access across departments with granular permissions
• Delivers full SLA visibility and automated audit logs for every communication

Serving All Residents – Digitally and by Post

Micom is a multi-channel platform, not just a mail provider. That means:

• Letters sent via physical post
• Secure documents shared via encrypted email links
• Alerts delivered by SMS or text

You don’t have to choose between digital and paper, Micom helps you deliver both, based on what your residents prefer.

Real-World Council Benefits

Cost savings of 30–60%

One council reduced its postage spend by switching from a legacy vendor to Micom, with no change to resident experience.

Faster turnaround

With same-day dispatch available before 3pm, teams now meet legal deadlines with less stress.

Greater visibility

Department leads can now track every item, respond to complaints faster, and improve governance.

Ready to Upgrade?

Micom makes it easy to switch from franking machines, print rooms, or older hybrid providers.

• Free onboarding support
• No hidden fees
• Flexible pricing for different departments
• All plans include secure tracking and compliance by default

We’ve helped councils make the move in under a week.

FAQs

What’s hybrid mail?
It’s a secure platform where staff upload letters to be printed and posted on their behalf.

Is Micom compliant with GDPR and UK regulations?
Yes. We’re ISO 27001 certified, GDPR compliant, and ICO registered.

Do we need to replace our whole system?
No. Micom integrates via API, SFTP, or simple file uploads.

Can different teams use the same platform?
Yes. Micom supports multi-site access and separate cost centres.

What’s the minimum commitment?
There’s no minimum. You can start with one letter.

Closing Thought

Local government doesn't need to give up post, just the printer.
Micom helps you modernise without compromise.

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